The meeting agenda should be sent out one week in advance of the meeting date. All additions to the agenda should be made at least 48 hours prior to the meeting by notifying the appropriate Co-chair to provide ample time to prepare a new agenda. Meetings should have a defined purpose, participation that is meaningful by all members, an action plan, and accountability for all members, and finally, wrapping up the meeting with a conclusion.
Required to prepare;
Setting the meeting dates, times and meeting duration (if necessary pre-book the meeting room for those dates)
Prepare and distribute an agenda
Review feedback from the agenda and re-issue with additions
Safety meeting structure, presentation and control
Minutes with required action, responsibilities and completion dates
Collect facility/plant safety inspection reports from the most recent inspection; and
Accident and incident reviews
Establishing regular meeting dates and times is the most effective method of;
Maintaining consistency throughout the year
Ensuring regular attendance at safety meetings
Controlling health and safety hazards in the workplace; and
Monitoring progress of implemented corrective actions
It is advantageous to set meeting dates for the next twelve month period (preferably in January of each year) and provide each safety committee member, and their supervisor with a memo indicating the dates.